Hospital Administrative Functions

The Hospital Administrative Functions screen is a new screen added to VetView to allow administrators and managers a single place for certain common workflows.

As of VetView 3.2, the features available on this screen include Recalculate Client Receipt Balances, Aggregate Inventory, and Mass Write Off.  Merge Clients has been added as a placeholder, but this feature is still handled on a per client basis for now.

Recalculate Client Receipt Balances

This tool is used to fix problems on a client's statements due to the timing of payments, closed orders, etc.  It will reprocess all accounting lines in the Charge Admin tables in the correct order to retrieve an accurate final balance. 

Note that this feature does NOT correct any bad data in the accounting tables - if the prior balances had incorrect entries or other problems, these may need to be manually corrected.   This can be used as a tool to identify when that bad data was entered, however.

Also note that Pending  invoices are not included in the recalculations, only closed orders. 

Select the name or the account number of the client from the drop down menu.  The billing address will then appear to allow for an additional layer of verification that this is the correct client account.

Click on the Recalculate button next to the client's name.  A warning will appear reminding you that this does not fix bad data, it only reruns the accounting transactions to correct timing issues.

After rerunning the transactions, they will appear in the log.

Any errors noted between the balance expected and the actual balance listed will appear as a mismatch.  This will allow you to pinpoint the exact order that bad data was introduced. 

Merge Clients (Future Version)

VetView plans to move the Merge Clients feature from the individual client screens to this page in a future version.

As of 2.2 the Merge Client feature is still available on the client screen.  See:  Merging Clients, Patients, and Episodes

Aggregate Inventory (Version 2.2)

This is a new feature designed to collapse separate inventory entries with identical information into a single entry.  

As of Version 2.2, individual products can be aggregated manually under the Product Info screen.  

Aggregate Inventory as it appears on the Product Info Screen

The new Aggregate Inventory Administrative Function performs this process for the entire inventory at once.  Note that this process will be database and resource intensive, and may take a long time to complete.  VetView recommends performing this task after hours, or performing it against individual products first if you have never run it before.

To start, click on the Aggregate Inventory button on the Administration Functions screen.

A warning will display reminding you that this process may take an extended period of time.

Press Okay to begin the process.  Inventory will be collapsed in the background.

(The Log function will not display the changes made with Version 2.2 - this feature will be added as a future improvement.)

Mass Write Off (3.2)

This feature was added in version 3.2 of VetView to allow for accounting cleanup of old balances that have expired out of collections, or otherwise will need to be removed from the accounting balances.

This section is controlled with a unique privilege under Role management to access the feature.  

There are three sections:  Client Search, Mass Write off options,  and a printable record of the Adjustments added to each account.

Client Search

This section allows you for to search for clients whose balances will be adjusted based on the criteria established by the accounting department.

For example, you can search for extremely old balances in the system.  Note that this search can take several minutes, as the running client balances tables going back a long time will need to be checked.

If the search balances encounter clients with existing credits, these credits should be applied first before taking any other adjustment actions.

You will receive a warning if this is the case.

Mass Write Off

Once you have search for clients and selected at least one client from the list, the available adjustments will appear on this screen.

Adjustment Type List

A brief accounting summary will appear on this screen.  Clients with credits that need to be applied will load first in red.  All clients will display the current balance, the balance aging, and when the last collections letter was sent.

Client names will appear as a hot link, to allow you to further review and individual account.